School Facilities Maintenance Task Force National Forum on Education Statistics and the Association of School Business Officials International (ASBO®) Sponsored by the National Center for Education Statistics and the National Cooperative Education Statistics System February 2003 U.S. Department of Education Rod Paige Secretary Institute of Education Sciences Grover J. Whitehurst Director National Center for Education Statistics Val Plisko Associate Commissioner The National Center for Education Statistics (NCES) is the primary Federal entity for collecting, analyzing, and reporting data related to education in the United States and other nations. It fulfills a congressional mandate to collect, collate, analyze and report full and complete statistics on the condition of education in the United States; conduct and publish reports and specialized analyses of the meaning and significance of such statistics; assist state and local education agencies in improving their statistical systems; and review and report on education activities in other countries. NCES activities are designed to address high priority education data needs; provide consistent, reliable, complete, and accurate indicators of education status and trends; and report timely, useful, and high quality data to the U.S. Department of Education, the Congress, the states, other education policymakers, practitioners, data users, and the general public. We strive to make our products available in a variety of formats and in language that is appropriate to a variety of audiences. You, as our customer, are the best judge of our success in communicating information effectively. If you have any comments or suggestions about this or any other NCES product or report, we would like to hear from you. Please direct your comments to: National Center for Education Statistics Institute of Education Sciences U.S. Department of Education 1990 K Street NW Washington, DC 20006-5650 February 2003 The NCES World Wide Web Home Page is http://nces.ed.gov The NCES World Wide Electronic Catalog is http://nces.ed.gov/pubsearch Suggested Citation: U.S. Department of Education, National Center for Education Statistics, National Forum on Education Statistics. Planning Guide for Maintaining School Facilities, NCES 2003-347, prepared by T. Szuba, R. Young, and the School Facilities Maintenance Task Force. Washington, DC: 2003. For ordering information on this report, write: U.S. Department of Education ED Pubs P.O. Box 1398 Jessup, MD 20794-1398 Or go to http://www.ed.gov/pubs/edpubs.html or call toll free 1-877-4ED-PUBS Content Contact: Lee Hoffman, (202) 502-7356 MEMBERS OF THE SCHOOL FACILITIES MAINTENANCE TASK FORCE Chair Roger Young, Executive Director of Business, Haverhill Public Schools, Massachusetts Members John P. Bowers, Consultant, Facility Management Consultants, LLC, Belding, Michigan Edward H. Brzezowski, P.E., Consulting Engineer, Facility Energy Services, Inc., Chester, New Jersey Janet Emerick, Superintendent, Lake Central School Corporation, Indiana Mary Filardo, Executive Director, The 21st Century School Fund, Washington, DC Joan Hubbard, Facility Management Consultant, St. Louis, Missouri Christine Lynch, Administrator, School Building Assistance, Massachusetts Department of Education Judy Marks, Associate Director, National Clearinghouse for Educational Facilities, Washington, DC Patricia Murphy, Budget Administrator, Utah State Office of Education Frank Norwood, Director, Maintenance and Operations, Katy Independent School District, Texas Timothy Shrom, Business Manager, Solanco School District, Pennsylvania John Sullivan, Administrator, School Business Services, Massachusetts Department of Education David Uhlig, Coordinator, Data Information Systems, Charlottesville City Public Schools, Virginia Consultant Tom Szuba, Education Research Consultant, Charlottesville, Virginia Project Officer Lee Hoffman, National Center for Education Statistics, Washington, DC The information and opinions published here are the product of the National Forum on Education Statistics and do not necessarily represent the policy or views of the U.S. Department of Education or the National Center for Education Statistics. MEMBERS OF THE SCHOOL FACILITIES MAINTENANCE TASK FORCE iii ACKNOWLEDGMENTS This Planning Guide was developed through the National Cooperative Education Statistics System and funded by the National Center for Education Statistics (NCES) of the U.S. Department of Education. It is the product of a collaborative effort between the National Forum on Education Statistics and the Association of School Business Officials International (ASBO®). It was conceptualized and developed by the School Facilities Maintenance Task Force of the National Forum on Education Statistics. Roger Young (Haverhill, MA, Public Schools) served as the chairperson of the School Facilities Maintenance Task Force. He also initiated and promoted the partnership between the task force sponsors: the National Forum on Education Statistics and the Association of School Business Officials International (ASBO). Without Mr. Young’s leadership, this project and the resulting publication of this Planning Guide would never have materialized. Mr. Young was assisted by project consultant Tom Szuba, who was responsible for the day-to-day progress of task force activities, including much of the research and writing of this Planning Guide. Mr. Szuba also managed the final preparation of the manuscript for publication, including overseeing editorial and design tasks. Lee Hoffman of NCES shared her expertise as both a task force member and project advocate. Her contributions were invaluable to the success of the undertaking and cannot be overstated. Oona Cheung of the Council of Chief State School Officers also assisted with the overall management of this project. The task force also wishes to acknowledge the efforts of many other organizations and individuals who contributed to the development of this Planning Guide. These include Massachusetts ASBO, Michigan ASBO, Pennsylvania ASBO, Texas ASBO, and the National Clearinghouse for Educational Facilities. Bethann Canada of the Virginia Department of Education served as the chairperson of the National Education Statistics Agenda Committee, which was the task force’s sponsor within the National Forum on Education Statistics. Students in Katy, Texas, deserve recognition for volunteering their creative skills to draw “maintenance eagle” logos for the Planning Guide. The submission by Alex Fosnaugh, a student at Mayde Creek High School in Katy, Texas, was selected for inclusion in the Planning Guide. Marty Taylor edited the document, and The Creative Shop provided layout and design services. Finally, the task force would like to express its gratitude to the more than 65 maintenance, operations, educa- tion, and other professionals who volunteered their time to review early drafts of the document. These reviews and site visits provided a “reality check” from users with a broad range of training, expertise, and responsibilities. Many reviewers contributed their real-world experience from both the school building and school district environments, representing education organizations from urban and rural, large and small, and geographically disparate localities. Other reviewers, including facilities maintenance vendors and service providers, represented the private sector. Still others represented professional organizations with an interest in improving school facilities across the nation. Contributions from the reviewers were constructive and substantial. The document was improved considerably after the task force incorporated feedback gathered during the public review process. The following is a list of individuals who shared their expertise and experience as document reviewers. Joe Agron, Editor-in-Chief, American School and Jim Biehle, AIA, Inside/Out Architecture, Inc. University Magazine, Overland Park, KS Clayton, MO Karen Anderson, Alliance to Save Energy Jerry Blizzard, Director of Maintenance, Crosby (TX) ISD Green Schools Program, Washington, DC Daniel Boggio, President, PBK Architects, Houston, TX Bill Archer, Supervisor of Electrical Trades, Don Bossley, Director of Maintenance, Cleveland (TX) ISD Grand Rapids (MI) Public Schools Matthew Browne, Energy Manager, Alief (TX) ISD Mitch Bart, Director of Facilities, Kent (MI) ISD Clint Byard, Director of Buildings and Grounds, Bruce Beamer, Director of Business, Jonesboro (AR) Public Schools Clarkston (MI) Schools Services iv PLANNING GUIDE FOR MAINTAINING SCHOOL FACILITIES Stephen Calvert, Building & Grounds Supervisor, Michael Hayden, Director of Operations & Maintenance, Region IV ESC, Houston, TX Carson City-Crystal Area (MI) Schools Patty Cammack, Commercial Account Manager, Don Hebeler, Operations Supervisor, HVAC Mechanical/Trane, Houston, TX Wyoming (MI) Public Schools C.G. Cezeaux, Director of Operations, Spring (TX) ISD Willie Huggins, Director of Maintenance, Klein (TX) Peter Cholakis, Vice President, Marketing VFA, Inc. ISD Boston, MA Brad Hunt, Business Manager/Board Secretary, Mike Clausen, Executive Director of Operations, Gettysburg Area (PA) School District La Port (TX) ISD Andrew Kezanas, Sales Director, Envirotest, Inc. Nancy Comeau, Industrial Hygiene Supervisor, Houston, TX Commonwealth of Massachusetts Susan Lang, Executive Director, Leo Consiglio, Lincoln Park (MI) School District Association of School Business Officials of Alberta Edmonton, Alberta, Canada Cheryl Corson, Communications Manager, National